key concepts of the foundation data model - gatech.edu
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THE ENTERPRISE TRANSFORMATION | FINANCIALS
Key Concepts of the Foundation Data Model
3Published: 5/16/2019
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Seminar Goals• This seminar is a lecture-style offering. Please hold your questions as time is
allotted at the end for Q&A.
• The purpose of this seminar is to reinforce the concepts of the web-based training
on the Key Concepts of the Foundation Data Model (FDM). This training defines
important Workday FDM terminology. While some of these new topics may seem
abstract, they are the foundation of understanding core Workday functionality and
they are vital to transacting and reporting in Workday. You will see practical
applications of these workday FDM terms in future instructor-led training courses.
• This training is specific to the FDM and will not deep dive into areas such as
Procurement, Expenses, Grants, etc. There are separate training courses for
these areas.
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Agenda
• Course Objectives
• Workday Overview
• Worktags
• Ledger Account Structure
• FDM Crosswalk Tool
• Hierarchies
• Course Review and Questions
• Next Steps
Safe Harbor
The information delivered within this presentation was originally
published in May 2019.
This information, while accurate at the time, is subject to change.
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Course Objectives
By the end of this course, users will be able to:
• Understand Workday’s Foundation Data Model (FDM).
• Distinguish Driver Worktags and Related Worktags.
• Identify Ledger Accounts, Spend Categories, Revenue. Categories, and Expense Items.
• Utilize the FDM Crosswalk Tool.
• Grasp the concept of Hierarchies.
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Learning MethodsThere are two types of learning methods that will be utilized during today’s seminar:
Demonstrations
Instructors will introduce a topic and show
how to complete a process in Workday. Users
will watch and reserve any questions for the
Q&A portion at the end of the seminar.
Knowledge Checks
Instructors will ask users a
question on a previously
discussed Workday topic.
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Workday Overview
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Workday Financials Overview
• Workday Financials is a cloud-based financial management software that provides a modern, user-friendly experience.
• It is organized into distinct Functional Areas, or groups of related tasks, reports, and business processes.
• A complete list of Functional Areas is described on the right, but this training focuses on Financial Accounting.
Workday Process Area GT PeopleSoft Business Area
Business Assets Asset Management
Banking & Settlement Treasury Services
Budgets Budget Maintenance and Development
Customer Accounts Accounts Receivable
Contract Management (Customers)
Expenses Travel & Expenses
Financial Accounting General Ledger
Grants Management GT Grants Management
Planning Budgets and Planning
Procurement Procurement (eProcurement/ BuzzMart)
Procurement Card ManagementContract Management (Suppliers)
Projects Facilities Management
Supplier Accounts Vendor Management
Accounts Payable
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Foundation Data Model Overview
• The Foundation Data Model (FDM) is defined as a multi-
dimensional structure that is the Workday equivalent to the
traditional Chart of Accounts (COA). It is the framework that will
support accounting and financial reporting across Georgia Tech.
• The FDM provides clear and consistent definitions of financial
dimensions to standardize reporting and accounting at all levels,
while remaining flexible enough to accommodate growth.
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Foundation Data Model Overview (cont.)
• Core FDM concepts include:
• Worktags
• FDM Crosswalk Tool
• Hierarchies
• These fundamental building blocks are the foundation of the FDM and make
it possible to:
• Run Reports
• Create Requisitions
• Create Purchase Orders
• Create Expense Reports
• Create Journals
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Worktags
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Worktags Overview• Worktags are defined as FDM dimensions which identify financial transactions and
categorize them for reporting, establishing common relationships through
classification.
• Users do not create Worktags, but only use them on financial transactions.
• Ex) Imagine you took a photo of your family at the Super Bowl and uploaded it online.
To easily find the picture later, you might tag the photo with keywords such as:
• Atlanta, football, family, February, and 2019
• Worktags function similarly, but for financial transactions rather than photos.
• Types of Worktags:
• Driver
• Related
• Other
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Driver Worktags
Driver Worktag Description PeopleSoft COA
Designated: • Ex) DE00005997 Office of
the Controller
This custom Worktag represents a specific set of
funding sources that may not fit into one of the
other Driver Worktags. It drives a distinct
combination of Related Worktags.
Project ID
Grant: • Ex) GR10000760 Prime
Grant - NSF Graduate
Research Fellowship
Program
This delivered Worktag identifies funds received
from a Sponsor for a specific purpose as identified
by the Sponsor. It is used to track external and
internal (cost share) sources of funding that are
treated similar to sponsored Awards.
Fund or Project ID
GTRI Charge Code:• Ex) D8192.01.03.00.0000
GTRI EQUIPMENT
This custom Worktag facilitates integration
between Workday Financials and Deltek
Costpoint. This Worktag is for GTRI only.
Attribute of Project
ID
Driver Worktags default Related Worktags, reducing the number of fields a user is required to know to enter a transaction. They are similar to SpeedTypes in PeopleSoft. You can only select one Driver Worktag.
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Driver Worktags (cont.)
Driver Worktag Description PeopleSoft COA
Project:• Ex) PJ00000020
New Campus Center
Concept
This delivered Worktag identifies an accumulation
of costs for a specific purpose or activity. It is used
for traditional projects with a scope of work and
defined start and end date.
Project ID
Custodial Entity:• Ex) CE0303
Acapella Student Club
This custom Worktag identifies external funds held
by the Institute from a related organization, where
the Institute serves as a custodian or fiscal agent
for the funds.
Project ID
Gift:• Ex) GTF997001826
Pearce, Marion G III
Scholarship Endow
This delivered Worktag identifies external
contributions received for a specific purpose as
identified by the donor. This Worktag is used for
endowments and non-endowed trusts.
Fund or Project ID
Driver Worktags default Related Worktags, reducing the number of fields a user is required to know to enter a transaction. They are similar to SpeedTypes in PeopleSoft. You can only select one Driver Worktag.
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Related Worktags
Related Worktag Description PeopleSoft COA
Cost Center:• Ex) CC000155
Housing Office
This delivered Worktag identifies an organizational
structure or unit with budget and financial
responsibility. Cost Centers have been established
for each college and VP area, generally mimicking
Georgia Tech’s operational structure.
Department ID.
Generally, not a 1:1
relationship.
Fund*• Ex) FD10000 State
Appropriations –
Educational and
General
This delivered Worktag segregates self-balancing
transactions based on special regulations,
restrictions, or limitations. The values for this
Worktag will align with the Fund Chartfield values
as identified by the USG.
Fund
Related Worktags are auto-populated on transactions based on the Driver Worktag selected and should not be changed on a transaction.
*Aligned to University System of Georgia (USG) values
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Related Worktags (cont.)
Related Worktags are auto-populated on transactions based on the Driver Worktag selected, and should not be changed on a transaction.
*Aligned to USG values
Related Worktag Description PeopleSoft COA
Class*• Ex) CL11981 – Tuition
& Fees – Fall
Semester -
Undergraduate
This custom Worktag identifies the
specific source of funds used for
recording financial transactions.
Class Field
Function*• Ex) FN11100 General
Academic Instruction
This custom Worktag identifies the
general purpose of transaction,
adhering to the National Association of
College and University Business Officer
(NACUBO) functional classifications.
Program Code
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Multiple Driver Worktags
• If multiple Driver Worktags are entered in error on a transaction, the system will populate the Related Worktags based on the last Driver Worktag entered.
• There are times when a transaction is associated with multiple Driver Worktags. In these scenarios, the additional Driver Worktags will auto-populate as Related Worktags when the Driver Worktag is entered.
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Multiple Driver Worktag Examples
• Cost Share funded by GTRC will have a Grant Driver Worktag to identify cost share, and a Gift Related Worktag to identify GTRC funds.
• A GTF Primary Gift has a Gift Driver Worktag. If it is subsequently allocated to multiple units, those units will have a Designated Worktag as the Driver Worktag, and a Gift Worktag as the Related Worktag identifying the GTF Primary Gift.
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Worktags Knowledge Check
Which Worktag identifies an organizational structure or unit with budget and financial responsibility?
A) Cost Center
B) Custodial Entity
C) Designated
D) Class
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Worktags Knowledge Check
Which Worktag identifies an organizational structure or unit with budget and financial responsibility?
A) Cost Center
B) Custodial Entity
C) Designated
D) Class
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Other Worktags
Other Worktag Description PeopleSoft COA
Spend Category:• Ex) SC714101 -
Supplies and Materials
– Office Supplies
This delivered Worktag identifies the
specific type of spend (expense) for a
transaction.
Expense Account
Revenue Category:• Ex) RC401100 -
Resident Tuition
This delivered Worktag identifies the
specific type of revenue for a transaction. Revenue Account
Expense Item:• Ex) Domestic Travel -
Parking
This delivered Worktag identifies and
categorizes travel-related expense
transactions.
Expense Type
Other Worktags are transaction specific Worktags which vary based on the transaction type.
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Other Worktags (cont.)Other Worktags are transaction specific Worktags which vary based on the transaction type.
Other Worktag Description PeopleSoft COA
Balancing Unit:• Ex) BUXXX
This custom Worktag is currently being
used to maintain carry forward balances for
Departmental Sales and Services.
Fund
Location:• Ex) 300_ERP
Building_Testing
Room
This delivered Worktag is used for asset
Location assignment, work Location,
workspaces, Procurement shipping
Location, student classrooms and other
instructional Locations.
Location
Program:• Ex) PG00023 –
Faculty Support
This delivered Worktag identifies activities
and initiatives that do not have a
designated start and end date.
N/A
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Other Worktags (cont.)Other Worktags are transaction specific Worktags which vary based on the transaction type.
Other Worktag Description PeopleSoft COA
Assignee:• Ex) John Doe –
jdoe1
This custom Worktag is used for two purposes: • To associate an individual with a specific funding
source. It is often used for reporting purposes, and
typically assigned to faculty and staff for portfolio
management.
• To assist with workflow management. It allows users
to search their inbox for individuals (Assignees) they
are responsible for managing and filter the
transactions they must review.
N/A
Budget Reference:
• Ex) FY20
This custom Worktag is used to identify budget,
commitment, obligation, and actuals transactions
for a given fiscal year.
Budget Reference
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Worktags Knowledge Check
Which Worktag is used to identify a specific type of spend for a transaction?
A) Revenue Category
B) Ledger Account
C) Spend Category
D) Expense Item
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Worktags Knowledge Check
Which Worktag is used to identify a specific type of spend for a transaction?
A) Revenue Category
B) Ledger Account
C) Spend Category
D) Expense Item
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Demonstration – Worktags
In this demonstration, we’ll show how to:
1. Search for any transaction
• Ex) Create Journal
2. Add a Journal Line
3. Enter a Driver Worktag
4. View populated Related Worktags
Review:
• When completing any transaction in
Workday, a Driver Worktag is
required to populate Related
Worktags, all of which identify and
categorize the transaction.
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Ledger Account Structure
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Ledger Accounts Overview
• A Ledger Account is a delivered Worktag that identifies a
financial transaction, and is aligned with USG account values.
• There is a one to many relationship between Ledger Accounts
and Spend/ Revenue Categories.
• Ex) The Ledger Account 714100: Supplies and Materials has ~25 Spend
Categories (office supplies, paper, copier supplies, postage, etc).
• As a reminder, users do not create Worktags such as Ledger
Accounts, but only use them on financial transactions and reports.
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Spend Categories Overview
• Spend Categories identify the specific type of spend (expense) for a
transaction.
• Ex) Postage, office supplies, equipment, etc.
• A Spend Category is used to provide a more detailed view of the spend
transaction incurred by a campus unit.
• The Spend Category is a required field on all “spend” transactions.
• Ex) Journals with expense ledger accounts, requisitions, purchase orders, supplier invoices.
• Spend Categories are the Workday equivalent to the Expense Account in
PeopleSoft.
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Revenue Categories Overview
• Revenue Categories identify the specific type of revenue for a
transaction.
• Ex) Parking permits, library fines, interest income, etc.
• A Revenue Category also provides a more detailed view of the revenue
transaction incurred by a campus unit.
• The Revenue Category is a required field on all revenue transactions.
• Ex) Journals with revenue ledger accounts, customer invoices, etc.
• Revenue Categories are the Workday equivalent to the Revenue
Account in PeopleSoft.
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Expense Item Overview
• Expense Items identify the specific type of spend for all travel-related expense transactions.
• Ex) Flights, hotels, transportation, meal per diem, etc.
• The Expense Item is a required field on all Workday Expense Reports, and is similar to the Expense Type in PeopleSoft.
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Demonstration – Spend & Revenue Categories
In this demonstration, we’ll show how to:
1. Find a transaction
• Search Find Journal
2. Enter search Criteria to find previously created Journal
3. View Spend and Revenue Categories on Journal
Review:
• Spend and Revenue
Categories identify the specific
type of spend or revenue for a
transaction, often at a more
detailed level than the Ledger
Account.
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Key FDM Terminology
Workday WorktagsWorkday
PrefixWorkday ID Assignment Method
PeopleSoft
Chartfields
Company CO Manually Assigned Business Unit
Ledger Account N/A USG Chartfield Value BOR Account
Fund FD USG Chartfield Value Fund
Gift
GF
GTF
GTRC
GTARC
ATHL
GT – Sequentially Numbered
GTF - GTF Assigned Value
GTRC - Sequentially Numbered
GTARC – Sequentially Numbered
ATHL – Sequentially Numbered
Fund or Project ID
Custodial Entity CE Sequentially Numbered Fund
Function FN USG Chartfield Value Program
Class CL USG Chartfield Value Class
Cost Center CC Sequentially Numbered Department
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Key FDM Terminology
Workday WorktagsWorkday
PrefixWorkday ID Assignment Method
PeopleSoft
Chartfields
Project PJ Auto Numbered Project ID
Spend Category SC Sequentially Numbered Account
Revenue Category RC Sequentially Numbered Account
Grant GR Auto Numbered Project ID
Expense Item N/A Not Applicable Expense Type
Location N/A CPSM_Building_Room Location
Budget Reference FY Sequentially Numbered Budget Reference
Balancing Unit BU Sequentially Numbered
Not Applicable
Designated DE Sequentially Numbered
GTRI Charge Code N/A Assigned by Deltek
Program PG Sequentially Numbered
Assignee N/A Name – User ID
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The FDM Crosswalk Tool
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Demonstration – FDM Crosswalk Tool
In this demonstration, we’ll show how to:
1. Access the FDM Crosswalk Tool
• Link
2. Search for FDM values using prior PeopleSoft criteria
Overview:
• The FDM Crosswalk is an end-user
tool that allows users to find current
FDM Worktag values required for
transactions by entering legacy
PeopleSoft Chartfields.
• The FDM Crosswalk Tool helps
users get familiar with terminology
changes that come with adopting
the FDM.
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Hierarchies
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Hierarchies Overview
• Hierarchies are defined as a group of Worktags arranged in an organizational chart structure, reflecting different roll-ups and enabling reporting at various levels within the hierarchy.
• Hierarchies exist for specific Worktags (Projects, Grants, Cost Center, etc).
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Demonstration – Hierarchies
In this demonstration, we’ll show how to:
1. Search for a Hierarchy
• Ex) Georgia Tech all Cost Centers
2. Select Related Actions, and then Navigate Hierarchy
3. Explore the Hierarchy
Review:
• Hierarchies are the organizational
structure for Worktags, allowing
users to group together types of
Worktags and understand their
relationship.
• For example, a Cost Center is a
Worktag and has a Hierarchy.
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Course Review
• Workday’s Foundation Data Model (FDM) is the framework that supports accounting and financial reporting across Georgia Tech.
• Driver Worktags default Related Worktags, reducing the number of fields a user is required to know to enter a transaction.
• They are similar to SpeedTypes in PeopleSoft, and you can only select one Driver Worktag.
• If multiple Driver Worktags are entered in error on a transaction, the system will populate the Related Worktags based on the last Driver Worktag entered.
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Course Review (cont.)
• Other key components of the FDM that are required on transactions:
• Ledger Accounts – These Worktags identify a financial transaction, and is aligned with USG account values.
• Spend Categories – These Worktags identify the specific type of spend (expense) for a transaction.
• Revenue Categories – These Worktags identify the specific type of revenue for a transaction.
• Expense Items – These Worktags identify the specific type of spend for all travel-related expense transactions.
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Course Review (cont.)
• Hierarchies group together Worktags in an organizational chart structure to reflect different roll-ups and enable reporting at various levels.
• The FDM Crosswalk Tool allows users to enter legacy PeopleSoft Chartfields in order to find the current FDM Worktag values to utilize in Workday.
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Questions?
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Next Steps & Resources
• Visit the Services & Support Portal for Financials Administration at services.gatech.edu/financials.
• Submit the Request Help form to log a new ticket or contact the Financials Service Desk Monday-Friday from 8:00am-5:00pm at 404-385-5555 or [email protected].
• Access Workday FAQs, Tips and Tricks, and job aids via the Portal search bar or the tiles organized by Business Service.
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Next Steps & Resources
• Ask a Peer• Workday Peers provide peer-
to-peer support across campus for common Workday tasks and basic navigational questions.
• Find a Workday Peer by Department or Process Area at transformation.gatech.edu/ask-a-peer.
Transform Your Workday
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